Logging into the system · PDF file 2017-01-18 · Logging into the system ..... 2 ....

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Transcript of Logging into the system · PDF file 2017-01-18 · Logging into the system ..... 2 ....

  • Logging into the system ................................................................ 2

    Using the browse menu ................................................................ 2

    Making a new reservation ............................................................. 3

    To add services to your bookings .................................................. 7

    To edit a reservation .....................................................................11

    To edit a booking ..........................................................................11

    To add a booking to an existing reservation .................................12

    To cancel a booking(s) ..................................................................13

    Editing other information .............................................................14

    Additional Booking Tools ..............................................................14

    Viewing your reservations at a later time .....................................16

    Appendix A: Faculty Requests .......................................................17

    Appendix B: Student Requests ......................................................17

    Appendix C: Standard Set-up/Tear Down Times ...........................18

    Appendix D: Service Lead Times ...................................................18

    Appendix E: Common Room Number Questions ..........................19

    Appendix F: Entering Department Hours ......................................20

    Appendix G: Sample Confirmation ................................................21

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    Logging into the system:

    1. Type in https://scheduling.emp.alverno.edu/VirtualEMS/

    2. Hover over My Account and click Log In

    3. Follow the directions on your screen.

    4. The homepage of EMS gives general directions on how to browse in the system and guidelines to keep in mind when reserving rooms on campus. Further deadlines and parameters are given when you make a reservation.

    Using the browse menu:

    1. There are five different ways you may browse in EMS:

    a. Department Hours – will give you an overview of open hours for each department.

    b. Browse Events – offers daily list, weekly list, monthly list, weekly calendar and monthly calendar view options. i. List Views – can be sorted by date, location or groups. ii. Calendar Views – will display reservations in chronological time order. The calendar view

    only shows up to 100 events per day. You may need to view reservations in a list to see all reservations.

    c. Browse Facilities – displays all rooms within the system. The front page shows the room number, set-up types available and capacities. Clicking on a specific room will give you room details, set-up types, features in the space and availability.

    d. Browse Space – this view shows current reservations within the system per room. Hovering over a reservation will give you further details (full event title, person who requested the space, actual start/end times, etc.

    e. Locate Group – will give you a search feature. Only a partial group name is needed. For example: typing in Event will give you Event & Space Coordination. Click on the name to view any bookings that may be occurring. Caution - the search is only available for the current day.

    2. Each browse options offers a filter feature where you can narrow down to a specific date, location, room type, event type, event name or group.

    https://scheduling.emp.alverno.edu/VirtualEMS/

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    Making a new reservation:

    1. From the Home page hover over Reservations. You will see a variety of entry options.

    Note: Each request selection has specific rooms assigned to it. You may need to submit several different requests to cover a multitude of areas for large events. A variety of requests are used to insure departments get all of the information they need when a reservation is made and users are aware of parameters for each area. We suggest reading the text on the information tab carefully.

    2. Select a request you need to fill out from the selection. Examples in these directions will show the

    General Room Request; however the most of the fields are similar on each request.

    3. Fill out the fields on the left. Each field with an * is required to submit a request.

    a. Select the date by using the calendar button or clicking the

    recurrence button.

    b. Enter the actual start time and end times for your event. Set-up and tear-down times will automatically be generated by the system and may be adjusted by space approvers, if necessary. i. Start and end times are dependent on the current time.

    For example in the General Room Request if it is currently 10:00am and you request a date exactly 3 days in advance at 7:00am the system will respond with “no room available”. The 72 hour notice must take into account the current time.

    ii. Availability is also dependent on building hours. If you request a space at 4:00am or after Midnight you will get an “no rooms available” message. In general, building hours are 6:00am-Midnight.

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    c. Select a Facility (a.k.a. building) or (all) for the maximum selection of rooms.

    d. Enter an approximate Attendance. Your room options will be configured according to available

    rooms that accommodate this number of people. A higher number equals fewer options. If you are unsure what the attendance will be, make an educated guess. You will be able to alter the attendance in the future.

    e. Select a Set-up Type. Choosing As Is will get you the most results.

    f. You also have the option of selecting Availability Filters (i.e. Room Type and Features).

    i. Use these with caution as you will greatly narrow your availability options.

    ii. All features are not in all spaces, yet you will see a complete list. For example if you create a filter for Alexia Hall and then select fireplace as a feature you will not get any results.

    4. Click the blue Find Space button.

    5. Under the Location Tab, a list of

    available rooms will show up that

    meet your criteria.

    a. If you get unexpected results,

    revisit reservation fields or

    Browse for Space.

    b. Note that you may need to use

    the inner scroll bar to view all of

    availability results.

    6. Hit the button next to the room(s) of your choice. When selecting a space be aware that there are some combination rooms that will automatically block off other areas.

    Main Room Rooms Included

    FO 161 La Verna Commons (FO 161A), the stage (FO 161G) and the Loft (FO 168). The back half of the La Verna Commons and lobby need to be added separately.

    FO 156 Entire La Verna Commons Lobby. Selecting this room will block all other table requests.

    RC 102 Bucyrus Conference Center (RC 102 A-D) and the Rotunda (RC 100)

    PT 110 Main floor, stage, balcony and lobby of Pitman Theatre

    FH 100 Entire Field House building

    FO 108 Men’s dressing room (FO 108A) and Women’s dressing room (FO 108B)

    FO 250 Chapel main floor, balcony, lobby and meditation room.

    FO 315 Observation Rooms FO 315A and FO 315B

    FO 460 Kellogg A meeting room and lobby

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    7. Once you select the room(s) it will show up in the Selected Locations at the top of the screen. If

    you select a room and want to immediately remove it click the button.

    8. Before entering Details or hitting the continue button, read the terms and conditions and click the agree box. You may also complete this action in the next step (bottom of the screen). You will only need to accept the terms and conditions once for each reservation before hitting submit.

    9. Click the Continue button at the bottom of

    the screen or on the Details Tab at the top to

    fill in information about the event. Each field

    with an * is required to submit a request.

    a. Event Name – This title will be viewed by anyone who browses the system. Remember to spell out acronyms and use the title that will be published to attendees.

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    b. Event Type – Choose the most appropriate type that matches your event. If you do not see a

    comparable match, select Other.

    c. Select your Group. Groups have been established according to network users in departments, student organizations and individual students.

    i. Student organizations – select your group’s name.

    ii. Employees - A department may automatically populate in this field. If you do not see

    results, choose a department from the dropdown menu.

    iii. Students (includes enrolled employees) - select your name. Employees enrolled in classes

    will have the option to select their name (indicating the reservation is related to your class

    work) or as a department.

    d. 1st Contact Person - If the field is not automatically filled in, select the appropriate person from

    the dropdown menu. The phone and email address, on file, will auto default. The 1st Contact

    person is the main person in charge of responding to questions about the event.

    e. Attaching a file (i.e., agenda, set-up notes, room diagram) is optional if you see it on a request.

    f. Other